Sales and Leased Fleet Administrator – Jobs In Uganda

Victoria Motors Limited (VML) is hiring Sales and Leased Fleet Administrator to play a crucial role in supporting the sales team by managing administrative tasks, coordinating customer interactions, and ensuring smooth sales and delivery processes. They assist the Sales & Marketing Manager in overseeing leased fleet operations, ensuring efficiency, compliance, and excellent customer service. This role requires strong organizational skills, attention to detail, and the ability to collaborate with multiple departments.

Department: Sales & Marketing (Truck Section)
Reporting to: Sales & Marketing Manager
Other Reporting Lines: General Manager
Location: Kampala

Key Responsibilities

1. Sales Support

• Customer Inquiry Management: Handle customer inquiries, provide product details, and schedule test drives.
• Quotation & Contract Preparation: Assist in preparing sales quotations, contracts, and agreements.
• Sales Documentation: Ensure all sales paperwork is completed accurately and in compliance with policies.
• After-Sales Support: Address post-sales customer inquiries and issues.

2. Order Processing & Inventory Management

• Sales Order Processing: Process sales orders and coordinate with the Sales Manager for vehicle availability.
• Vehicle Allocation: Work closely with the logistics team to allocate vehicles based on sales commitments.
• Stock Management: Update and maintain vehicle stock records to reflect real-time availability.

3. Customer Relationship Management (CRM)

• Database Management: Maintain and update customer records in the CRM system; follow up on sales leads.
• Follow-Ups: Track leads, follow up on pending inquiries, and ensure smooth customer communication.
• Customer Service: Provide after-sales support and assist in resolving customer concerns.

4. Logistics & Delivery Coordination

• Delivery Scheduling: Coordinate vehicle deliveries with the Clearing team, sales team, and customers.
• Shipment Tracking: Monitor vehicle shipments and inform customers of delivery timelines.
• Handover Documentation: Ensure all necessary documents are completed before vehicle delivery.

5. Vehicle Handover

• Pre-Delivery Inspection: Ensure trucks meet customer specifications before delivery.
• Storage Maintenance: Monitor maintenance of bonded trucks.
• Modifications & Adaptations: Oversee any required modifications before handover.
• Testing & Functionality: Ensure all trucks are tested and functional before delivery.
• Handover Process: Manage and execute the truck handover process with customers.

6. Finance & Payment Processing

• Payment Processing: Assist customers with financing options and coordinate payments.
• Invoice Management: Generate invoices and ensure payment records are accurately maintained.
• Compliance & Reporting: Ensure adherence to dealership financial policies and procedures.

7. Administrative Support

• Reporting: Generate sales performance reports and maintain accurate records.
• Office Coordination: Support sales staff with administrative duties and office supplies.
• Event & Marketing Support: Assist the marketing team in organizing promotional events, exhibitions, and marketing campaigns.

8. Fleet Management

• Fleet Performance Management: Oversee the overall performance and efficiency of the leased fleet.
• Driver Recruitment & Management: Assist in recruiting qualified drivers and ensuring adherence to strict SOPs.
• Maintenance & Repairs: Ensure proper maintenance, servicing, and repairs of the leased fleet to minimize downtime.
• Roadside Assistance: Support in managing roadside rescue for breakdowns.
• Compliance: Ensure compliance of all leased fleet vehicles with transport laws and licensing requirements. Ensure all vehicles are comprehensively insured at all times.
• Fuel Management: Develop strategies for better fuel efficiency and monitoring consumption.
• GPS & Tracking: Utilize GPS systems for vehicle monitoring and theft prevention.
• Insurance & Accident Management: Oversee insurance claims and accident-related processes.
• Telematics Reports & Driver Training: Generate and share monthly reports with customers. Work with the fleet manager to develop and recommend training strategies based on performance data.
• Invoice Management: Work with the accounts team to ensure monthly invoices are generated and sent to customers on time. Ensure payment records are accurately maintained.

Key Competencies & Skills

• Automotive Sales Knowledge: Understanding of commercial vehicles and dealership sales processes.
• Customer Service: Ability to build and maintain strong customer relationships.
• Communication: Strong verbal and written communication skills.
• Organizational Skills: Ability to manage multiple tasks efficiently and meet deadlines.
• CRM & Software Proficiency: Experience with CRM software, Microsoft Office, and inventory management tools.
• Attention to Detail: Ensuring accuracy in order processing and documentation.
• Team Collaboration: Ability to work cross-functionally with sales, logistics, and finance teams.

Qualifications & Experience

• Bachelor’s degree in Business Administration/Studies, Marketing, Procurement, Commerce, Economics, Development Economics, International Business, Business Statistics, Sales & Marketing, Public Relations, or a related field.
• Previous experience in sales administration, logistics coordination, fleet management, or customer service (preferably in the automotive industry).
• Knowledge of commercial vehicles and dealership operations is an advantage.

Person Specifications

• Energetic, innovative, creative, and ambitious.
• High degree of integrity and excellent interpersonal, communication, and presentation skills.
• Must be able to meet set targets.

How to Apply

Interested candidates should send their applications and CVs to the Group Head Human Resource Manager via email at p.namono@gmach.ug on or before 28th March 2025.